Effective proposal management is more than just meeting deadline. It's about creating systems that help your wider team work smarter, not harder. Between juggling tight timelines, coordinating scattered inputs, and managing constant formatting requests, proposal management can quickly become overwhelming without the right tools and processes in place.
To help streamline your proposal management workflow, we've compiled a list of free tools and resources that you can implement immediately. Whether you're looking to improve project coordination, enhance your drafting process, gather meaningful feedback, or conduct a complete audit of your proposal management system, these tools are designed to support your existing workflow without requiring a complete overhaul.
No budget approvals, no lengthy demos, no pressure—just practical proposal management solutions you can test and adopt if they deliver real value to your team.
1. Flowcase's Proposal Optimization Score
We're starting with a tool we developed ourselves (yes, a bit of self-promotion), but we genuinely believe it can help transform your proposal management approach. The Proposal Optimization Score is a comprehensive, free assessment tool designed to help proposal management teams understand exactly where they stand and identify concrete steps for improvement.
Unlike generic checklists, this tool guides you through a detailed evaluation of your current proposal management practices, covering everything from content reuse and formatting to AI integration and team collaboration. The assessment examines critical areas of proposal management including:
- Proposal Volume
- Systems & Infrastructure
- Experience Management
- Proposal Customization
- Project Showcasing
- AI Adoption
After completing the assessment, you'll receive a personalized score alongside specific, actionable recommendations to enhance your proposal management process. Think of it as a strategic health check designed to reveal inefficiencies and unlock hidden potential in your RFP response approach.
Where it fits in your proposal management process: Use this tool at the beginning of any proposal management improvement initiative. It helps identify bottlenecks and prioritize solutions before investing time or resources elsewhere.
👉 Get your Proposal Optimization Score →
2. Piktochart AI Proposal Generator
While Piktochart is primarily known as a design platform, their AI Proposal Generator offers valuable support for proposal management teams who need to quickly create structured, visually appealing proposals. The tool allows you to input a brief prompt or upload existing documents (PDF, DOCX, or TXT), then generates a formatted proposal draft complete with editable sections, graphics, and professional layout suggestions.
This capability is particularly beneficial for proposal management teams lacking dedicated design resources or those who want to move beyond starting each proposal from scratch.
Where it fits in your proposal management process: Integrate this during the early drafting and formatting phases when you need a professional visual foundation or want to rapidly prototype concepts before detailed tailoring.
piktochart.com/ai-business-proposal-generator
3. Jotform Proposal & Intake Templates
Jotform provides an extensive library of free proposal templates and customizable form templates that can significantly improve your proposal management intake process. These templates can be adapted for client information gathering, project scoping, or stakeholder data collection, then converted into shareable forms, routed for electronic signatures, or integrated into existing proposal management workflows.
For proposal management teams, Jotform excels at standardizing information collection processes—whether gathering requirements from clients, coordinating with internal teams, or collecting data from subcontractors. The drag-and-drop interface requires no technical expertise, and the free plan offers generous usage limits perfect for most proposal management needs.
Where it fits in your proposal management process: Deploy Jotform during the intake and planning phases to systematically gather inputs before drafting begins. This ensures consistency, completeness, and reduces time spent following up with stakeholders for missing information.
https://www.jotform.com/pdf-templates/proposal
4. Trello (Free Plan)
Trello offers a flexible, Kanban-style project management solution with a robust free plan that's ideal for proposal management coordination. Teams can create dedicated boards for each RFP, with individual cards representing specific tasks, proposal sections, or critical deadlines. The platform enables team member assignments, checklist creation, draft attachments, and real-time commenting to maintain momentum throughout the proposal management process.
The free version is particularly well-suited for smaller proposal management teams that need a visual, lightweight solution for tracking progress, and it integrates seamlessly with essential tools like Google Drive, Slack, and Dropbox.
Where it fits in your proposal management process: Implement Trello during planning and coordination phases to monitor task progress, assign responsibilities, and track deadlines across all contributors. It's especially valuable for maintaining alignment among cross-functional teams during intensive proposal management periods.
5. Loopio's RFP Response Checklist
Loopio, a leading proposal management software provider, offers a comprehensive, downloadable RFP checklist template that guides teams through every critical stage of proposal management—from initial bid evaluation and requirements analysis to content collection and final submission preparation.
This detailed, well-organized checklist is perfect for proposal management teams looking to standardize their processes or ensure comprehensive coverage of all essential elements before submission.
Where it fits in your proposal management process: Use this checklist during review and quality assurance phases, particularly in the final stages before submission. It also serves as an excellent onboarding resource for new proposal management team members or subject matter experts joining the response effort.
loopio.com/resources/rfp-checklist-template
6. Google Forms + Sheets for Proposal Management Feedback
While not specifically designed for proposal management, Google Forms and Sheets create powerful feedback systems that can significantly improve your proposal management processes. After each submission, use customized forms to collect structured feedback from internal stakeholders, proposal evaluators, or clients when appropriate.
Responses automatically populate Google Sheets for easy analysis, providing clear insights into what elements of your proposal management approach are working well and what needs refinement for future opportunities.
Where it fits in your proposal management process: Best implemented during post-submission and debrief phases. This systematic feedback collection drives continuous improvement in your proposal management methodology over time.
forms.google.com and sheets.google.com
7. Free Trials from Proposal Management Platforms
While not strictly free tools, many dedicated proposal management platforms offer comprehensive free trials that let you explore advanced features before making any commitment. Platforms like Better Proposals, Proposify, and Qwilr typically provide 14-day trials with full functionality access.
These trials offer invaluable opportunities to experience what comprehensive proposal management software can deliver and help identify specific features your team actually needs before making any investment decisions.
Where it fits in your proposal management process: Use during exploration or evaluation phases—either when considering a proposal management system upgrade or experimenting with more sophisticated approaches to managing your proposal workflow.
betterproposals.io / proposify.com / qwilr.com
Note: One often overlooked aspect of effective proposal management is the strategic use of team experience data. Resumes, case studies, and past performance examples can significantly strengthen your proposals but are often not a priority in all-in-one systems like the ones listed above. When evaluating these tools you should also consider a supplementary system. Learn more about this in the blog below:
Conclusion: Building Better Proposal Management Practices
Improving your proposal management doesn't require a complete system overhaul or massive budget allocation. Whether you're managing occasional responses or handling a continuous stream of opportunities, these free tools can help your team implement more efficient, effective proposal management practices immediately—without any financial investment.
Start by taking the Proposal Optimization Score to establish a baseline understanding of your current proposal management maturity, then explore the other tools that best align with your specific workflow needs. Together, they create a comprehensive and cost-effective toolkit for elevating your proposal management capabilities and winning more business.
